Create a New Signature in Outlook 365, Step by Step

To create a new signature in Outlook 365, open the signature settings for your version of Outlook, choose New signature, add and format your details, then save it and choose whether Outlook should insert it automatically. You can create different signatures for work, personal messages, or replies; the exact settings path depends on whether you use new Outlook, classic Outlook for Windows, Outlook on the web, or Outlook for Mac.

What You’ll Need

An Outlook 365 account and access to the mailbox where you want the signature to appear.
The text you want to include, such as your name, job title, phone number, and organization. Have any approved logo or image file ready if you plan to use one.
A few minutes to check how the finished signature looks in a new message and on a phone-sized screen.

Step-by-Step

Identify which Outlook version you are using. On Windows, new Outlook has a simplified interface and a Settings gear near the top right. Classic Outlook has the traditional ribbon and a File tab. Outlook on the web runs in your browser. On a Mac, use Outlook for Mac. The signature is generally saved for the selected account, so check that you are working in the mailbox where you want to use it.
Open the signature settings. In new Outlook for Windows or Outlook on the web, select the Settings gear, then open Accounts > Signatures. Some web layouts show the setting under Mail > Compose and reply instead; if you do not see Signatures under Accounts, look there. In classic Outlook for Windows, select File > Options > Mail > Signatures. In Outlook for Mac, open Outlook > Settings > Signatures; depending on the release, Settings may be labeled Preferences.
Start a new signature. In new Outlook or Outlook on the web, select the option to add or create a signature, enter a recognizable name such as Work or Personal, and confirm. In classic Outlook for Windows, select New in the Signatures and Stationery dialog, type a name, and select OK. In Outlook for Mac, select the plus button to add a signature and name it. The name is for your reference and does not have to appear in emails.
Enter the signature content. Click or tap in the signature editor and type the details you want recipients to see. A useful basic layout is your name on the first line, your role or team on the next, followed by your organization and one or two contact methods. Add only information that is appropriate for the people who will receive the message. If you are setting up a company signature, follow your organization’s required wording, branding, and legal notice rules.
Format it for easy reading. Select text to change its font, size, color, or emphasis using the editor’s formatting controls. Keep the design restrained: a familiar font, readable size, and a small amount of emphasis usually work better than several colors or decorative typefaces. To add a website or email link, select the relevant text and use the link control if available. If you include a logo, use the editor’s picture or insert-image control and choose a suitable image file. Keep images modest in size and include essential contact details as text, not only inside an image.
Choose when Outlook should use it. In new Outlook or the web editor, look for the default-signature choices for new messages and for replies or forwards. Choose your signature in either or both menus; select no signature if you prefer to insert it manually. In classic Outlook for Windows, use the Choose default signature area in the dialog and select the email account, then choose a signature for New messages and, separately, for Replies/forwards. Outlook for Mac also provides default choices in its signature settings. If you have multiple accounts, set the defaults for each account as needed.
Save your changes. In new Outlook or Outlook on the web, select Save if the editor shows a Save button, then close Settings. Classic Outlook saves the signature when you confirm with OK in the signature dialog and again in Outlook Options if prompted. In Outlook for Mac, close the settings after confirming the signature is listed; if the page has a Save control, use it. Do not assume an unsaved draft in a settings pane will be retained.
Test it in a message. Select New mail or New Email and check whether the signature appears. If you set a default for replies, open a reply to a message as well. Review spacing, links, line breaks, and any image. Send a test to yourself or save a draft and view it in another mail app if the signature will be used for important business correspondence. A signature can look different to recipients because mail programs display fonts and images differently.

Common Mistakes

Creating the signature but not setting a default: Saving a signature and choosing when it is inserted are separate actions. If a new message opens without it, return to signature settings and select it for new messages. You can still add it manually from the message’s Signature menu.

Editing the wrong mailbox: A signature may be associated with a particular account. If Outlook has a personal account and a work account, confirm which one is selected before creating or assigning defaults. A signature set for one account may not automatically be used by another.

Putting too much information in the signature: Long quotes, several phone numbers, multiple banners, and large blocks of social links can overwhelm a short email. Keep the main contact details concise and make sure the signature does not distract from the message itself.

Using a logo as the whole signature: Some recipients block images or use a mail app that does not display them as expected. Keep your name and important contact information in editable text so the message remains useful when the image is missing.

Assuming every Outlook version shares the same settings: New Outlook, classic Outlook, the browser version, and Mac may have different menus and may not share signature settings in the same way. Create or verify the signature in each version and account where you send mail.

Tips

Make a separate signature for distinct purposes rather than trying to make one signature serve every situation. For example, a full work signature can include your role and office number, while a shorter reply signature can include just your name and website. Use clear names such as Work full and Work short so you can identify the right option in Outlook’s menu.

Keep the layout simple enough to survive plain-text messages and narrow screens. Short lines are easier to scan, and a few carefully chosen details are more useful than a dense paragraph. If you use a divider, such as a blank line or a simple separator, check that it does not create excessive space above the reply text.

Use a web address or email address as link text people can recognize. Test each link after inserting it, especially if you copied and pasted formatted text from a website or document. For a phone number, consider whether your recipients may read mail on mobile devices and whether the number should be easy to select or tap.

When adding a logo, use an image file approved by your organization and avoid relying on a local file path. A picture inserted into the signature editor is more likely to travel with the message than an image that refers only to a file on your computer, but how it is transmitted and displayed can vary. Follow company guidance on hosted images, image size, and branding.

Before sending a large batch of messages, send a test to an address you can check on both desktop and mobile. Inspect a new message and a reply, and confirm the right signature appears for the right account. If you later change your role, phone number, or organization branding, update the saved signature rather than relying on an old copy pasted into individual emails.

Troubleshooting

The signature does not appear in a new message: Reopen the signature settings and confirm that the correct signature is selected for new messages and for the active account. In classic Outlook, check the account and defaults in File > Options > Mail > Signatures. In new Outlook or the web version, look for the new-message default in the signature settings. You can insert a saved signature manually from the message’s Signature menu while you investigate.

The signature appears in new messages but not replies: Replies and forwards usually have a separate default. Set the appropriate choice for that field. If you do not want a full signature repeated in every reply, choose a shorter signature or leave the reply default blank and insert it only when needed.

Your changes disappear: Return to Settings and check whether the signature is still listed. Select Save if it is offered, and make sure you completed the confirmation step in classic Outlook’s dialog. If you use several Outlook versions, confirm you edited the one you are currently using. With a work or school account, organizational policies or account synchronization can affect what is available; contact your Microsoft 365 administrator if settings repeatedly revert.

Formatting or images look wrong: Simplify the signature, remove unusual fonts or oversized images, and test again. Pasting from Word or a website can bring in hidden formatting, so try pasting the text without formatting and applying styles in Outlook. If the image is missing for a recipient, check the message in another mail app and make sure the contact details are still present as text.

You cannot find the signature controls: Check whether you are in new or classic Outlook, then use the matching path above. In the browser version, expand Settings or search its settings panel for signature. If your account is managed by an organization, some options may be restricted. Updating Outlook or asking your administrator may help when the interface or available controls differ from these steps.

Frequently Asked Questions

Can I have more than one signature in Outlook 365?
Yes. Create separate named signatures, such as Work and Personal, then choose a default for each account or insert a different signature manually while composing a message.

How do I add a signature to only one email?
Leave the automatic default blank, or remove the inserted signature from that message. You can also select a saved signature from the Signature menu while composing, without changing the default for future messages.

Will the same signature appear in Outlook on my computer and in the browser?
Do not assume it will. Availability and synchronization can depend on the Outlook version, account type, and Microsoft 365 setup. Check the signature settings in each version and send a test message from each one you use.

Can I include a picture or company logo?
Usually, yes: use the image or picture control in the signature editor. Keep it small, use an approved image, and include essential details as text because recipients may block pictures or see them differently.

Why does my signature show twice?
One copy may be inserted automatically while another is being added by you, a template, or an organization-wide mail system. Check the message before sending, remove the duplicate, and ask your administrator whether a company disclaimer or signature is appended after Outlook sends the message.

Can I create a signature on my phone?
Outlook mobile has its own signature settings, which may be separate from desktop or web settings. In the app, open Settings and look for the signature option for your account; the exact labels can vary by app version. Review the signature in a test message before using it.

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